Exhibit Sales

The 2018 Exhibit Sales package containing the Exhibit Space Application and Floor Plan was delivered electronically to all AAO 2017 exhibitors in late March, announcing the beginning of the 2018 exhibit sales cycle.

Exhibit Guidelines

Exhibitors are responsible for ordering furniture (tables and chairs) and required utilities.

Neither aisles or booth space is carpeted. An exhibitor may rent carpet from Freeman.

Each area has an eight-foot (8') back drape and three-foot (3') side drape.

Exhibits are primarily for disseminating information and displaying products that fit within the exhibit space.

Floor plans must be submitted by exhibiting companies who plan to construct a booth within this exhibit space.

The maximum height of products and display material may not exceed eight feet (8').

All exhibits are subject to onsite review and where necessary, modification at the exhibitor’s expense.

Floor plans must be submitted to the Director of Exhibitions, azammataro@aao.org, by Friday, Aug. 24, and must include the specifications of the equipment and dimensions for the booth components.

Assignment

The exhibit space for the Retina Subspecialty Day program will be assigned using the following system:

All companies who submit their completed applications with full payment by Friday, April 27 will be randomly selected for exhibit space.

All complete applications received after Friday, April 27 will be assigned to the remaining spaces on a first-come basis.

However, the Academy reserves the right, in its sole discretion, to allocate space on any other basis it deems appropriate for the Retina Subspecialty Day exhibit program.

The Academy also reserves the right, in its sole discretion, to reconfigure the exhibit hall floor plan and reassign any exhibiting company at any time. If the affected exhibitor does not agree with the relocation and wishes to withdraw from the exhibition, all payments will be refunded.

Individuals who wish to gain access for the purpose of making contacts

Leasing companies

Financial institutions or

Vendors

and therefore, MAY NOT BE REGISTERED AS REPRESENTATIVES of exhibiting companies.

Online

The Exhibitor Registration website will open on Wednesday, July 25. The online registration system allows exhibiting companies to make additions, changes and deletions to their list of registrants as needed. From July 25 through Oct. 26 exhibiting companies can:

Add representatives

Edit existing registrants

Add paid exhibitor representatives

Send email confirmations to registrants

Review and print a list of registrants

Exhibiting companies participating in the AAO 2018 exhibition will have access to the Exhibitor Registration website through the close of the annual meeting.

Onsite

Beginning Wednesday, Oct. 24, Academy staff in Exhibitor Registration will assist the primary or secondary meeting contact with registration changes (additions and substitutions to, or deletions from the company’s list of registrants) at no cost until Thursday, Oct. 25. Requests to process additions, substitutions, or deletions after Thursday, Oct. 25 will result in a $50 processing fee.

It is the responsibility of the exhibiting company to register their representatives prior to arriving in Chicago.

There will be a $100 charge for staff in Exhibitor Registration to register a company’s entire list of representatives.

Onsite Badge Distribution

The Academy does not mail any exhibitor badges. All badges will be available for onsite distribution only as outlined below.

The Exhibitor Registration area will be located in South, Hall A of McCormick Place.

The Advance Onsite Badge Distribution Form allows the meeting contact to arrange in advance to pick up all or some of the company’s representative badges onsite by completing the form that will be available on Exhibitor Central in August.

Onsite Requests to pick up all or some of the company’s representative badges by the meeting contact will be accommodated from Wednesday, Oct. 24 through Friday, Oct. 26.

It is the responsibility of the meeting contact to distribute badges; undistributed badges cannot be brought back to Academy Staff in the Exhibitor Registration area for distribution.

Individual Representatives can pick up their badges during exhibitor registration hours at any available counter in the exhibitor registration area.

Representatives MUST present their photo identification AND proof of company affiliation to, receive their badge.

To avoid long lines make arrangements to pick up all or some of your company’s badges in advance.